Wedding Catering FAQs

With wedding planning comes questions – and you are not alone if you have a long list to ask! Here are answers to some of the most commonly asked wedding catering questions.

  • How much is a wedding for 200 people?
    I am starting with this one because it seems like it would have an obvious answer, but it really doesn’t.  There is a common misconception when it comes to catering costs – in reality, there is not a flat rate per person for catering as a whole.  Whenever I get this question, I can only answer with MORE questions because there are so many factors that go into a quote.  Did you want a plated dinner, action stations or buffet? Any food for cocktail hour? Open bar, consumption bar, cash bar or bartender only? How many hours will your event be? Where is your event? The list goes on…
    Every caterer has their own style, not only with their cooking but with their execution. When you are looking for quotes, start with your date (or tentative date).  Ask the caterer if they are available that date, and ask them what they need from you to generate a quote.  If you don’t have answers to some of their questions, tell them what you think you would like, but that the detail is still flexible/TBD.  Vendors need a starting point in order to give you an estimate.  Telling them you are “unsure” to half of their questions will not get you the quote you want.  If they have to fill in the gaps for you, you may end up with a quote that is totally opposite of what you had in mind, and it could scare you away from an awesome vendor.
  • Do I need to include all guests in the head count?
    YES, 1,000% yes.  I can’t emphasize this enough.  If a guest is coming to your reception, they are assuming they are getting fed with everyone else and you should want to feed them!  You are hosting an important event; everyone that made it onto your guest list is important to you, and therefore you want to treat them as such.  There are two exceptions to this:
    1. “Cocktail Reception to Follow” – These are the only four words that will help you reduce the amount of food provided without disappointing guests.  When guests see this on their invite, it implies you will not be providing a full meal at the reception. In this scenario, you are ordering hors d’oeuvres by the dozen and/or a variety of displays that will each only feed around 75% of your guests.  All guests will still enjoy some items, but not every guest will be able to enjoy every item.  I get a lot of couples with the mindset of “when it runs out, it’s out”, and that’s okay as long as you are okay with some guests not eating a little bit of everything.  With this style, you want to make sure you are still covering at least 75% of your guest count.
    2. Action Stations/Specialty Items – We often get couples that want to feature an item that is special to them but know not everyone will even want to try it.  As long as your main meal has everyone included in your count, it is okay to have a partial count for the unique item. We want you to add your personal spin to things, after all, it is YOUR day!  Don’t be afraid to add in the cool Asian Taco Fusion Station – you just need to make sure everyone is fed outside of that.  You should also consider including a few extra people in the unique item count – you never know who may branch out and love the cool new food you just introduced to them!
  • Can I try the food before my wedding?
    Absolutely!  Every caterer has their own approach to tastings.  Some provide a private tasting, where you try only the items you are considering for your day. Others host group tastings or open houses.  With these types of tastings, you are trying a variety of items from their menu.  Some of it may be what you are considering for your event, or it may not. There is less customization with group/open house tastings; however, there is a bigger variety to help you try a little bit of everything.
    If you wish to try the food before signing with a caterer, ask them about their policy and potential pricing.  Just like the booked event tastings, caterers all have different approaches to tastings prior to booking. 
  • What is included in the service charge?
    The service charge is a percentage applied to overall event costs, which is why it can fluctuate as you tweak your menu and event details.  On average, the service charge is 18 – 22% of your total cost.  It covers all of the back-end costs that go into the event aside from the food itself.   Most companies do not charge for the large cooking/serving ware, tastings (after booking), walk-throughs, meetings, food/rental transport and delivery, insurance certificates, etc.  This fee offsets all of the costs to ensure your event runs perfectly!  Many believe service charge is the staffing and/or gratuity, but that is not always the case.  Labor typically is a separate charge and unless stated, gratuities are not included.  In my opinion, gratuities are never expected but always greatly appreciated!
    Sometimes it can be hard to stomach such a hefty charge – but consider all that is needed to feed your guests.  Imagine trying to cook Thanksgiving dinner in a field for 15 – 25 people. What would you need to make it happen?  Now multiply that 10 times.  It adds up faster than you’d expect!  Caterers are essentially restaurants on-the-go, and the service charge helps cover the “go”.
  • Do I really need the amount of staff you included in your quote?
    If a professional caterer recommends it, trust them! They do this all the time and know what it takes to execute your event.  If you have quotes from four different caterers, and one has double the staff that the others have for the exact same type of menu, it’s okay to ask that caterer how they calculate their staffing.  The same goes for a caterer who quoted far less staff than the others you are comparing it to – the last thing you want is an understaffed event.  Caterers typically staff 1 server for every 25 – 30 guests with a buffet dinner, and 1 server for every 15 – 18 guests with a plated dinner.  These ratios can vary depending on the timeline, venue layout, rentals provided and menu.  It never hurts to ask, but know that most caterers staff only what is necessary to make your wedding run smoothly.

So there you have it, five of the most commonly asked wedding catering questions!  I hope these answers and explanations help ease your mind and maybe even make your wedding planning a little less stressful.  It is easy to get overwhelmed by a vendor’s quote if you don’t understand what all the charges mean or all the work that is going into the task at hand.  It is important to not let these charges take away any of the joy or excitement of your special day.  A great caterer will be able to work with you and your budget in order to compromise on getting you what you want at a price you can afford.  Don’t be afraid to shop around for a caterer you can trust and feel comfortable with, you want to be able to enjoy not only your wedding day but the whole planning process.  Happy wedding planning!

Add-ons and Extras for a Memorable Reception

I often get asked about that extra little something to make for a distinctive wedding reception.  Today’s blog isn’t about money saving tips and tricks as much as that added special touch when you have some room left in your budget.  Below are some ideas to inspire you!

  • Starters and Cocktail Hour
    I see a lot of couples skip hors d’oeuvres during cocktail hour as a way to save a little bit here and there.  If you are looking for a great flow for your reception, I recommend not forgoing something to snack on at the start of your party.  Whether it is passed bites or appetizing displays, this helps pass the time and keeps your guests mingling while awaiting your grand entrance.  Guests that have just been to the ceremony and are getting hungry appreciate a small bite before dinner.
    Bonus Tip: The important thing here is keeping guests occupied during cocktail hour while you take pictures and refresh. So not only nibbles, but drinks can also give them something to do. Creating a signature drink or having staff pass champagne or red and white wine at the door can give an elegant touch while making guests feel important and get them in the mood to begin the celebration.
  • Dinner
    When looking to add something unique to dinner feel free to think outside the box. A plated dinner doesn’t have to be just two courses.  Having two starter courses, for example, an Ahi Tuna Tartar, Apple Smoked Bacon wrapped Scallops, or a Wild Mushroom & Bleu Cheese Risotto Cake dish, before the salad comes out can make it a stand out affair!
    Bonus Tip: Another idea is adding a dessert course to a plated dinner, or even a dessert station.  I often see guests get excited about dessert options other than the wedding cake.  An interactive dessert station, for example, ice cream cookie sandwiches or homemade ice cream made on-site, gives guests something extra to remember.  Another option is offering bite size dessert displays, as attendees often tend to go towards smaller easy to grab options over a whole slice of cake.
  • Bar
    If you are looking for your guests to get down and dance, dine and really celebrate, having an open bar is a must.  Adding a couple signature drinks is also a great idea. A cute sign by the bar listing some unique specialty drink options will make things easier for your guests allowing them to go up to the bar and place their drink orders without having to give it much thought.  Signature drinks are great because guests will always remember the delicious tasting beverage they experienced exclusively at your wedding.
  • Late night
    A passed snack later in the evening after everyone has been dancing and burning some calories can be really fun.  This can be something unique to your style, your favorite things, or your wedding vibe/theme.  Think passed milk and cookies, quesadillas, pizza bites, sliders, milkshake shots, or truffle lollipops.  Late night bites are great because they are unique yet loved by everyone, think about it, all great nights usually end with your favorite foods.

So there you have it, it’s not often that I talk about extra things to add to your budget rather than things you can do without but these are definitely some great alternatives.  All of these options add to the feel of your reception and give your guests a little something extra to remember your special day by.  It’s almost always the little things that separate your event from all of the others.  Add one or more of these ideas to your wedding plans and make your event one that stands out from all the rest.  Happy wedding planning!

3 Must-Haves for Your Summer Soiree

Summer is just around the corner and before you know it, it will be time to bust out the grill!  This sunny season is the perfect time to host your shower or engagement party right in the backyard or any outdoor location of your choosing.  To get you ready for your outdoor celebration, here are some delicious things you will want to add to the menu to keep people talking about your event for long after summer has ended!

Refreshing Hors D’Oeuvres
With summer comes the delicious, juicy fruit we have all missed out on for the past few months, and everyone knows you really can’t go wrong with fruit!  One of the best things about fruit, besides it’s delicious and refreshing taste, is that it can be enjoyed by everyone including vegans, vegetarians, dairy-free, and meat eaters!   A decorative fruit display is a great option if you are going more casual.  However, if you want to step things up a notch, there are endless possibilities for passed hors d’oeuvres. One of my most popular hors d’oeuvres (and a personal favorite) is watermelon cubes with crumbled feta, basil and balsamic. The flavors of this treat pair perfectly together, it’s a guaranteed hit!

Colorful Salad
Summer is all about pops of color!  Bell peppers, tomatoes, cucumbers, strawberries, grapes, pears and so on, the possibilities are endless. Strawberries & Spinach, Pear & Bibb Lettuce, and Tomato & Mozzarella are all delicious duos to consider!  You can also throw a twist on a traditional mixed greens salad and add new variety to it by mixing up the textures. I love adding grilled broccoli or mushrooms to the traditionally raw salad, not only is it delicious, but it ties in the summer grilling vibe.

Spiked Strawberry Lemonade
There is no doubt that you need the perfect summer signature cocktail to complete your summer menu!  Lemonade is an obvious choice, and you really can’t go wrong with a spiked strawberry lemonade. Below is the recipe for the delicious summer cocktail, you may even find that it tastes like everyone’s favorite pink Starburst, YUM!

Here is what you will need:
1¼ oz Spiced Rum
½ oz Simple Syrup (or one stevia packet if you want to reduce sugars)
1 Sliced Strawberry
1 Slice of Lemon
5 oz of Fresh Lemonade
Club Soda (optional)

  1. Muddle the strawberry, lemon, and simple syrup
  2. Add the spiced rum, lemonade and ice then shake
  3. Serve in a highball glass, top off with club soda (optional) and garnish with a lemon peel

Bonus Tip: If you want to go the self-serve route and make a big batch for your decorative drink dispensers, I recommend getting strawberry puree instead of using fresh berries to avoid blocking up the spouts.

So there you have it, three must-haves for your Summer Soiree.  Summer is a great time to host your celebrations whether it be your engagement party, bridal shower, or even the big day itself!  There are so many ways to have fun during the sunny months and the option to spend any or even all of your event outdoors is always great.  Take advantage of the sunshine and be sure to add the sweet and refreshing flavors that come with it into your event as well.  Happy wedding planning!

Why You Need A Signature Cocktail at Your Wedding

Are you looking for a unique way to jazz up your reception without spending any extra cash? A great way to add a personal touch without adding to your bill is a signature drink! There are many wedding bar options, if you are unsure of them, take a look at this Wedding Bar 101 post which breaks down the positives and negatives of all you wedding bar choices in order to ensure you choose the right fit for you!  No matter which option you choose, a signature drink can always be incorporated and makes things fun.  Below are a few cocktail ideas for the upcoming Spring 2017 wedding season!

  • Pink Grapefruit Ginger– This cocktail includes selections that are popular on the cocktail scene at the moment – Gin, Pink Grapefruit, Ginger Ale, Lemon
  • Blood Orange Mimosa– It doesn’t have to be brunch for a mimosa on a refreshing spring day – Sparkling Wine, Fresh blood orange juice
  • Blueberry Orange Smash– A twist of fresh fruit in a bourbon cocktail – Blueberries, Bourbon, Orange Bitters, Vanilla

These are just a few options to get the ideas flowing.  You could also incorporate your theme into the signature drinks or even your wedding colors.  When it comes to cocktails, the possibilities are endless!

Bonus tip: if you have already decided on having an open bar during your reception a signature cocktail can be created and incorporated into your event for no extra charge at all!  Alcohol is no cheap commodity, so if you decided to splurge on the open bar, you might as well make the most of it!  Most caterers will create special cocktails unique to your event without charging you extra for this service because the liquor is already part of your bar package.  Now that’s a win-win!

Happy Wedding Planning!